Uninterrupted Power Supply Maintenance and Repair Services

Solicitation / RFP / RFQ

This solicitation is for the procurement of Uninterruptible Power Supply (UPS) maintenance and repair services for the Bureau of Engraving and Printing (BEP). The BEP requires services to maintain the operational readiness of its critical electrical systems, which rely on five UPS units, backup batteries, and charger equipment.

• Preventive Maintenance and Inspection Services: Scheduled maintenance, inspections, testing, calibration, and reporting for Government-furnished UPS systems. This service is to be performed twice a year.

• Emergency Services: As-needed support for unplanned UPS outages, including response, diagnosis, and system stabilization. Services are limited to labor only.

• Repairs and Materials: Authorized corrective repairs and necessary materials (excluding battery replacement) to restore UPS systems to full operational condition. This includes labor and OEM or COR-approved parts.

• Contract Type: Firm Fixed Price.

• Period of Performance: One (1) Base Year of 12 months, followed by four (4) Option Years of 12 months each.

• Estimated Value: Not explicitly stated in the provided pages.

• Submission Deadline: Quotations are due by March 16, 2026, at 11:00 AM EST.

• Submission Method: Via email only.

• Evaluation Criteria: Award will be made to the responsible offeror whose offer is most advantageous to the Government, considering Technical Acceptability (Acceptable/Unacceptable basis) and Price. Technical Acceptability will be evaluated first, followed by Price. The award will be made to the Lowest Priced Technically Acceptable Offeror.

• Key Deadlines: Questions are due by March 10, 2026, at 12:00 Noon EST.

• Total Small Business Set-Aside: Only responsible small business concerns, as defined in FAR 19.001, are eligible to submit a quotation.

• Registration: Offerors must be currently registered in the System for Award Management (SAM) at the time of quotation submission.

• The PWS (Section C) provides detailed information on the scope of work, performance standards, and specific tasks.

• Security requirements include a low-level BEP security clearance for personnel and adherence to physical security protocols.

• Offerors must submit an Initial Staffing Plan as part of their technical proposal.

Form / Attachment / Pricing Sheet

This document is the Service Contract Act Wage Determination #2015-4281, Revision #35, last revised on December 3, 2025. It establishes the minimum wage and benefit rates for various occupations in specific geographic areas.

• Geographic Scope: Applies to the District of Columbia (Statewide), Maryland (Charles, Prince George's Counties), and Virginia (Alexandria, Arlington, Fairfax, Falls Church, Fauquier, Loudoun, Manassas, Manassas Park, Prince William, Stafford Counties).
• Occupational Classifications: Lists numerous occupations categorized by general fields (e.g., Administrative Support, Automotive Service, Food Preparation, Health Occupations, Technical Occupations, Miscellaneous Occupations) with corresponding occupation codes and titles.
• Wage and Benefit Rates: While not explicitly detailed for each occupation in the provided excerpt, the document indicates that these rates (including fringe benefits) are required for covered contracts.
• Executive Orders: References Executive Order 13706 (paid sick leave) and Executive Order 13658 (minimum wage), outlining specific requirements and rates related to these orders.
• Special Provisions: Includes details on hazardous pay differentials (8% for high hazard, 4% for low hazard), uniform allowances, and vacation/holiday entitlements.
• Conformance Process: Outlines the procedure for classifying unlisted occupations and determining appropriate wage rates.

This wage determination is critical for any bidder responding to a government contract that falls under the Service Contract Act within the specified geographic areas. Bidders must ensure their proposed wages and benefits meet or exceed the minimums established in this determination for all listed occupations, and understand the process for conforming unlisted occupations. Failure to comply can impact bid responsiveness and contract performance.

Form / Attachment / Pricing Sheet

This document is the Quality Assurance Surveillance Plan (QASP) for the Uninterrupted Power Supply contract. Its purpose is to outline the methods and procedures the Government will use to ensure the contractor meets or exceeds contract terms and specifications. It also aims to hold the contractor accountable for quality control and encourage continuous improvement.

• Overview: Details the QASP's purpose and intent, emphasizing government surveillance rights.
• Description of Services: Outlines the contractor's responsibility to provide preventive maintenance, testing, and emergency repair services for uninterruptible power supply systems, including back-up batteries and chargers. The contract type is Firm Fixed Price.
• Roles and Responsibilities: Defines the roles of the Contracting Officer (CO) and the Contracting Officer's Representative (COR), including their authorities and limitations.
• Contract Quality Requirements: Specifies the contractor's responsibility for their quality control program and how the government will evaluate performance using this QASP.
• Government Surveillance: Details methods such as periodic inspections and customer feedback mechanisms. It also outlines procedures for handling non-conforming performance, categorized into Level I (Minor), Level II (Major), and Level III (Critical) discrepancies, including the process for documenting and resolving Contract Discrepancy Reports (CDRs).
• Data Analysis: Describes the process for analyzing data to identify trends and potential risks.
• Acceptance of Services: Explains how services will be deemed acceptable based on documented objective quality evidence.
• Attachments: Includes Performance Requirements Summary (PRS), Customer Complaint Record, Surveillance Schedule, COR Inspection Checklist, Surveillance Activity Checklist, Tally Checklist, and Contract Discrepancy Report.

This QASP provides potential bidders with insight into how their performance will be monitored and evaluated if awarded the contract. It clarifies the government's expectations regarding quality, surveillance methods, and the process for addressing non-conformances. Understanding these aspects is crucial for developing a compliant and competitive proposal.

Form / Attachment / Pricing Sheet

This document, "EHS Contractor Requirements," outlines the standardized environmental, health, and safety (EHS) requirements for contractor personnel working at the Bureau of Engraving and Printing (BEP) Washington DC Facility. It serves as a contract requirement when specified.

• Scope: Applies to the BEP's Washington DC Facility.
• Roles and Responsibility: Defines responsibilities for EMS Facility Management Representative, CORs, and Contractor Personnel.
• Specifications: Details general EHS requirements, training, required plans (Safety & Fire Prevention Plan, SDS, Waste Management Plan), recordkeeping, internal and external permits, general health and safety protocols, fire protection, and electrical safety.
• Hazardous Building Materials: Addresses requirements for Asbestos, Lead Based Paint (LBP), Polychlorinated Biphenyls (PCBs), and other hazardous materials.
• References: Lists relevant Executive Orders, Code of Federal Regulations, Federal Policies, National and International Standards, District of Columbia Statutes and Regulations, Treasury Directives, and BEP Directives.

This document is critical for any contractor bidding on or performing work at the BEP's Washington DC Facility. It details all mandatory EHS compliance measures, training requirements, safety protocols, and procedures for handling hazardous materials. Bidders must understand and be prepared to comply with these extensive requirements to ensure a safe working environment and avoid potential penalties or work stoppages.

Other / Unclassified

This memorandum provides procedural direction for implementing Acquisition Procedures Update (APU) No. 26-01, which mandates a staffing plan and a monthly workforce report for all service acquisitions set aside under FAR Part 19 Small Business, with exceptions for contracts expiring within 30 days of the directive's issuance.

• New and Existing Solicitations/Awards: Must include the "Monthly Workforce Report Post Award Contract Deliverable" as a recurring deliverable.
• Contract Modifications: Bureaus must complete required contract modifications within 60 calendar days.
• Invoice Processing Platform (IPP): Deliverables are to be submitted via IPP, with exceptions requiring Chief Procurement Officer approval.
• Expiring Contracts: Contracts expiring within 30 days of the directive are exempt.
• BCPO Actions: Responsible for oversight, modifying existing awards, assigning Project Managers, prioritizing modifications by contract value, and submitting weekly progress reports.
• CO Actions: Must incorporate APU 26-01 requirements into contracts/orders using specific language and attachments. For solicitations, offerors must submit an initial staffing plan as part of their technical proposal. The CO will verify compliance with staffing plans and monthly reports.
• Deliverables: Includes an "Initial Staffing Plan Required Template" (Attachment 1) for proposals and a "Monthly Workforce Report Required Template" (Attachment 2) as a post-award deliverable.
• Small Business Certification: For service contracts, the prime and similarly situated subcontractors must collectively perform at least 51% of the total contract cost for personnel. This percentage is 15% for construction contracts and 25% for special trade contracts.

Form / Attachment / Pricing Sheet

This document is Attachment 2, a template for the Monthly Workforce Report, which is a post-award contract deliverable. Contractors are required to submit this report after each monthly billing cycle.

• Certification: A certified report must be submitted within five business days after the end of each monthly billing cycle. This certification must be signed by an authorized company officer and affirm that the small business prime and its similarly situated subcontractors collectively performed at least 51 percent of the total contract cost for personnel during the reporting period.
• Reporting Scope: One report is required per contract/order, aggregated across all subcontractors.
• Data Fields: The report requires detailed information on contractor workforce, including:
  • Billing Period Start and End Dates
  • Employer Company
  • Labor Category
  • Labor Type (Technical/Non-Technical)
  • Employee Name (Last, First)
  • PIV No. (Unique ID)
  • Work Status (F/T, P/T)
  • Hours Worked (Billing Period)
  • Work Location (On/Offsite)
  • Start/End Date on Contract
  • Employee Work Email Address
  • Employee Work Phone Number
  • Employee Complete Work Address with Zip Code
• Marking: The report must be marked "CUI//SP-PRVCY."

This attachment outlines a mandatory post-award reporting requirement. Bidders should understand the detailed workforce data and certification they will be obligated to provide if awarded the contract. This includes tracking personnel hours, labor categories, and ensuring small business prime and subcontractor performance thresholds are met and certified monthly.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet template for offerors to complete and certify an initial staffing plan. It is a required proposal deliverable.

• The template requires offerors to provide staffing details for the base and each option period of the contract.
• Columns include:
  • Period of Performance
  • Employer Company
  • Labor Category
  • Labor Type (Technical/Non-Technical)
  • Employee Last Name
  • Employee First Name
  • PIV/Employee Unique ID (required by the first monthly report)
  • Estimated Level of Effort (LoE) in Hours or FTEs
  • Work Location (Onsite/Offsite)
  • Employee Work Email Address
  • Employee Work Phone Number
  • Employee Complete Work Address with Zip Code
• Offerors must mark "CUI/SP-PRVCY" as applicable.

This attachment is a mandatory component of the proposal submission. Bidders must accurately complete this staffing plan template to detail their proposed workforce, including estimated effort and employee information, for all contract periods. Failure to provide this deliverable as specified may impact proposal evaluation.